Versioning

You will learn step-by-step how to check-out and check-in an office document. This will then allow you to add a new version of a document.

1. Save a word or Excel document in SMARTdoc

  • Create a new document in an Office program.
  • Save it using the Archive Office Connector button.
  • Choose a name for the file and save it somewhere on your computer.
  • Using the pop-up watchfolder, fill in the right tags.

2. Check out the document

  • Search for the archived document.
  • Right click the document and select Check out.
  • The document is grayed out and you become the owner of the document.
  • If you don’t check out, your changes are not saved.

3. Open the document

  • Open the checked out document.
  • Work on it.
  • While working you can save using the normal Office save button.

4. Archive the new version in SMARTdoc

  • Put the document back in SMARTdoc using the Office Connector.
  • Archive the document, the tags are re-used.
  • SMARTdoc automatically creates a new version of the document.

5. Check-in the document

  • To free the document for other users, you right click the document and choose Undo Check Out.

6. Overview of all versions

  • Right click the document and ask Version List.
  • You get an overview of all existing versions of the selected document.
  • You can open each document from the list.
  • You can make any version the most recent, that is interesting when you made a mistake.

Extra information

How to check the number of versions? (1)

  • Search for a document.
  • Right click the document.
  • Choose Version List.
  • You get a list of all versions of the document, you can open them, decide another document to become the most recent.
  • You can even drag a new document in this window to create a new version.

How to check the number of versions? (2)

  • Search for a document.
  • Right click the document.
  • Choose Update.
  • In the left bar of the update window, click the Versions option.
  • You get a list of all existing versions of that document, you can open them, decide to promote an older version.
  • You can also add another document to the list.

Check out status is shown as a task

  • In your task list (on the bottom right of SMARTdoc) you get a number for each document with a check out.
  • Clicking that number only shows the check out document.
  • You can do this in the normal and in the extended view.
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